• On-Call Administrative Assistant ll (Sales Department)

    Job Locations US-MA-Lenox
    Job ID
    2018-1487
    Category
    Sales
    Type
    On Call
  • Overview


    Canyon Ranch® has been a trailblazer and an industry-leading proponent of the wellness lifestyle and real estate living for nearly 40 years, operating the world's most celebrated collection of life-enhancement properties. Canyon Ranch has wellness destinations in Tucson, Arizona and Lenox, Massachusetts. In addition, Canyon Ranch operates the world’s largest day spa at The Venetian® & The Palazzo® hotels in Las Vegas, Nevada and 22 Canyon Ranch at Sea® wellness facilities across four luxury cruise lines: Cunard Cruise Line, Oceania® Cruises, Regent Seven Seas Cruises®, and on Celebrity Cruises®. Canyon Ranch is a 13-time winner of Travel + Leisure's Best Spa Award, an 11-time recipient of the Condé Nast Traveler Best Destination Spa Award, is honored by Town & Country as one of the ‘Best Luxury Spas in the World’ in their 2017 Spa Awards and is recognized as the ‘Best Wellness Program’ by Virtuoso’s ‘Best of the Best’ 2017 awards.

     

    Responsibilities

    Canyon Ranch in Lenox, MA is looking for an On-Call Sales Administrative Assistant.  This is a 4-12 hours per week position.  We are flexible with your hours.

     

    This person will be responsible for providing administrative support to all aspects of group sales and group coordination efforts as well as providing administrative support to the Regional Director of Sales and sales team.

     

    He or she will:

     

    Provides administrative support to Sales team as needed or directed and performs varied administrative duties including:

    • Prepares, proofreads, and processes group confirmation letters and prepares and mails (or sends electronically) all confirmation materials for over 4,500 group guests annually.
    • Prepares, proofreads and distributes welcome letters for over 4,500 group guests annually.
    • Prepares, proofreads, and mails group inquiry letters, proposals and contracts for over 500 groups annually.
    • Processes all returned contracts and creates and maintains files for all groups.
    • Assists with entering group rooming lists as needed.
    • Maintains inventory and assists with assembling group gifts as needed.

    Assists callers, screens and directs calls to appropriate sales staff and answers questions and addresses concerns and other service issues when sales staff members are not available.

     

    Distributes sales office mail and oversees and posts all outgoing mail.  Prepares all Fed Ex, UPS and Priority Mail packages as needed.

     

    Works directly with Lenox Purchasing to maintain proper inventory and tracking of all sales materials and office supplies.

     

     

    Qualifications

    Education: High school diploma or equivalent required.  Some college level training encouraged

     

    Certification/License: None 

     

    Experience: Administrative experience, including: computer literacy with proficiency in Microsoft Word, Outlook and general office administration skills.  Work experience in a fast paced, detail oriented environment with multiple demands.

     

    Knowledge, Skills & Abilities:

    • Must have excellent communication and customer service skills
    • Possess exceptional detail orientation skills
    • Capable of working well with a variety of personalities
    • Must be a self-starter with excellent organizational skills
    • Ability to prioritize effectively to meet deadlines
    • Must be able to handle multiple tasks simultaneously
    • Must demonstrate a pleasant, out-going, cheerful demeanor, and work well with a team

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